Part 3: Time Management You have 168 hours in week.

What do you want to do with them?

Objectives • Shift thinking about time from managing time to prioritizing and choosing. • Develop appropriate structure to make decisions and act intentionally.

What is dynamic tension?

Create a time journal • Spend 1 week tracking your time. • This is your starting point, and you can use this to make decisions. • See Worksheets for templates

Set your Intention 1. Where do you want to be in five years?

2. Why do you want to do it? (Motivation, your definition of success)

Planning Annual

• Important dates • Annual activities or processes • Annual goal statements that are measurable

Quarter

• Reflect back on the last quarter: What went well? What could be improved? What did you learn? How does this influence your next steps?

• Set quarterly goals based on annual goals and reflection of last quarter • Focus only on the next quarter • Write goal statements that are measurable and that are in your control

Monthly

• Recurring tasks Weekly

• Plan what matters • Prepare • Routinize

Daily

• Keep a time journal • Daily agenda • Prioritize task lists • Circadian rhythms

Eisenhower’s Matrix

Urgent Not Urgent

Impo

rtan

t

MANAGE • True crises • Last-minute surprises

FOCUS • Planned and focused work • Growth and development

Not

Impo

rtan

t DELEGATE/PUSH-BACK • Crises of others • Other emergent factors

(e.g., email)

MINIMIZE • Busy work • Escapist activities

Strive to spend ______% of your time in the

Important & Not Urgent box.

Eisenhower meeting Pareto

• 20% of your work will result in 80% of your progress. • Leave 20% of your schedule flexible to accommodate surprises.

Deep Work

“Deep Work: Professional activities performed in a state of distraction-free concentration that push your cognitive capabilities to their limit. These efforts create new value, improve your skill, and are hard to replicate.” “Shallow Work: Noncognitively demanding, logistical-style tasks, often performed while distracted. These efforts tend to not create much new value in the world and are easy to replicate.” Newport, C. (2016). Deep Work: Rules for Focused Success in a Distracted World. Grand Central Publishing.

Practice

• Single-task • Get distraction-free • Build your focus • Set time limits (lower & upper) • Figure out “when”

When Organize Your Day

• Morning Analytical tasks Focused work

• Midday Refresh yourself with food, a rest, and some social time

• Afternoon Creative tasks (e.g., brainstorming) Insight tasks Email

Pink, D.H. (2018). When: The Scientific Secrets of Perfect Timing. Riverhead Books. Owl or Lark?

• http://psychologyworkstauranga.co.nz/media/Lark_or_Owl_Questionnaire.pdf

• What’s your type? _________________________________

Hacks 2-for-1

• How can we work toward two goals with one task or at one time? Double-up

• If one is good, is two better? 5-second rule

• Launch yourself into action: http://melrobbins.com/the-5-second-rule/

Upper Limits • Maximums are just as important as minimums

Visual Tools

• Calendars • Agile boards • Kanban systems

High and Low-tech Apps

• Paper agenda & notebook • Index cards • Trello + Butler for Trello

o www.trello.com o www.butlerfortrello.com

Pomodoro http://pomodorotechnique.com/

___ mins ___ mins ___ mins ___ mins ___ mins ___ mins ___ mins ___ mins Ideas for 5-minute breaks:

• 5-minute plank • Get a cup of tea • Guided meditation

Ideas for 15-minute beaks:

• Talk a walk • Read a chapter in a book • Eat a healthy snack • Call a loved one • Yoga stretches or “7 Minutes of Hell” workout (twice)

Resist the urge to:

• Work through the break • Spend time at the computer (even for personal, social media use) • Interrupt co-workers

Refresh • Intentional, scheduled rest is important • 27-minute nap (optionally preceded by a dose of caffeine) • 8 hours of sleep a night • Balanced exercise program

Develop good habits • Get and stay organized (this takes time to do) • Take time to plan • Consider adaptations, and change when old methods aren’t working • Build in rewards

Resources Podcasts

• Beyond the To Do List • Productivity Paradox • Coaching for Leaders • Leading in Higher Ed

Books

• When by Daniel Pink • 168 Hours by Laura Vanderkam • Get Smart by Brian Tracy • The Four Tendencies by Gretchen Rubin • The 12-Week Year by Brian Morgan • Your Best Year Ever by Michael Hyatt • Decisive by Dan & Chip Heath • The Magical Art of Tidying Up by Marie Kondo • Agile Faculty by Rebecca Pope-Ruark

Worksheets

my ideal week

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my ideal week (24-hours) Monday Tuesday Wednesday Thursday Friday Saturday Sunday

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prioritization matrix Not important Important

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Eliminate or Delegate Schedule & Prioritize | 70% of your work here

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Minimize Firefighting: Solve quickly

my time journal Discover what do you do with your 168 hours.

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